RECRUITMENT AND SELECTION POLICY

POLICY TITLE: RECRUITMENT AND SELECTION POLICY

ADMINISTERED BY: CEO & GENERAL MANAGER, HUMAN RESOURCES

APPLICABILITY: DEPARTMENT MANAGERS, HUMAN RESOURCES STAFF

1Context

The recruitment and selection of new employees at GSE will at all times conform to ‘best practice’ standards and comply with relevant legislative and regulatory requirements. This policy covers activities such as recruitment and selection methods, outsourcing, advertising, notification of selection outcomes and feedback to all candidates, and remuneration offers.

2Objectives

The purpose of this policy and related procedures is to ensure that GSE is adequately and appropriately staffed by people who best meet the requirements for vacant positions. GSE aims to recruit and retain qualified and skilled staff through an equitable, merit-based selection process. Commitment to Equal Employment Opportunity (EEO) ensures that all activities related to recruitment and selection, are free of direct and indirect discrimination and harassment.

  1. Recruitment
  2. Approval for recruitment

When the requirement to replace or appoint additional staff is identified, the manager to whom the position reports (Department Manager) must complete a Personnel Request Form and forward it to the Human Resources Department. A job description must be written or reviewed by the Manager in conjunction with HR to ensure that it is accurate and current. The HR Department will establish an appropriate salary level for new and revised positions.

  1. Commencement of recruitment activity

On receipt of the appropriately authorised Personnel Request Form, the HR Department will initiate recruitment activity to fill the vacant position. HR Department representatives will liaise with the Department Manager to determine the most appropriate sourcing of external applicants. Recruitment methods may include the following:

  • Advertising the vacant position in metropolitan or national newspapers
  • Radio advertising
  • Advertisements or ‘advertorial’ input in trade or professional publications
  • Internal advertising
  • Review of previously received applications (both solicited and unsolicited) held on GSE HR files.
  1. Advertising

Advertisements should be placed in appropriate metropolitan newspapers with due regard for effectiveness of timing, placement and cost. The Department Manager must approve all advertising orders.

Advertisements for vacant positions should adhere to relevant legislative requirements including:

  • Fair Work Act 2009
  • Racial and Religious Tolerance Act 2002 (Vic)
  • Disability Discrimination Act 1992 (Cwlth)
  • Sex Discrimination Act 1984 (Cwlth)
  • Human Rights and Equal Opportunity Commission 1986 (Cwlth)
  • Equal Opportunity Act 1995 (Vic).
  1. Outsourcing

In certain circumstances it may be advisable to consider outsourcing the recruitment of particular positions to an external recruitment agency. These circumstances may include the following:

  • Where the number of positions to be filled requires time and resources not available within GSE’s HR Department
  • When a suitable candidate for a position cannot be found within a reasonable time using standard search methods
  • For high-level positions, e.g. General Manager to CEO
  • If the position(s) to be filled requires the recruiter to have a particular or specialist knowledge of the requirements of the vacant position not otherwise available within GSE, e.g. IT Design Specialist.
  • If it can be demonstrated that an external agency may have access to quality candidates not otherwise available to GSE .
  • If it can be demonstrated that outsourcing the recruitment for a position would be more efficient and cost effective, while still ensuring that process quality is maintained or improved.

3.4.1GSE will only use external recruitment agencies that guarantee EEO compliance.

3.4.2The HR Department will coordinate the use of all such agencies.

  1. Processing applications

All applications will be forwarded to the HR Department.

  1. A nominated HR Officer will be responsible for handling an approved vacancy and liaising with the Department Manager and applicants.
  2. The nominated HR officer will provide persons inquiring about the position with the following:
  • The position description
  • Terms and conditions of appointment
  • Procedures for application
  1. Applicants will be asked to address the stated selection criteria
  2. The HR Officer will assist the Department Manager by screening the applications and identifying a short list of suitable candidates for interview.
  3. Unsuccessful applicants will not be notified until after the first round of interviews has been successfully completed. These applicants are to be notified briefly, in writing (refer to Letter of Rejection), without justification of the decision regarding their application.
  4. References
  1. Applicants should be asked to provide the names, addresses and contact details of three people who have agreed to act as referees. Applicants will not be asked to provide written references.
  2. GSE reserves the right to contact one or more of the listed referees.
  3. References obtained from nominated referees will be treated as confidential and considered as exempt documents under the Freedom of Information Act 1982 and as such will not be available for inspection by the applicant.
  4. GSE reserves the right to verify all documents pertaining to the applicant’s qualifications and experience as stated in the application.
  5. Selection
  6. Selection process

Short-listed applicants will normally be required to participate in a selection process. Selection processes will be determined by the HR Officer in consultation with the Department Manager, and may include the following:

  • Behavioural interviews
  • Competency assessment, e.g. Role-plays, case studies, written or verbal occupational tests
  • Psychometric testing (to be approved by the HR General Manager).
  1. Selection panel

Wherever possible the selection panel should consist of at least two (2) people — the Department Manager and the HR Officer. The HR Officer will brief the other members of the panel on selection techniques. At least one member of the Selection panel will have attended interview and selection skills training and/or EEO-awareness training. This person is responsible for controlling the selection process.

  1. Consistent treatment of applicants

All applicants should be treated consistently, using the same specifications and job-related questions and assessment criteria.

  1. Interview questions

Questions on EEO principles and occupational health and safety, relevant to the position requirements, will be included in all interviews for management and supervisory positions.

  1. Documentation

Assessment of the applicants, together with the Selection panel’s recommendations, must be documented on the Selection Panel Summary Form and returned to the HR Department, where they will be handled in accordance with GSE’s Privacy Policy.

  1. Reference checks

Following the selection processes and before a job offer is made, reference checks must be conducted by the HR Department on all recommended applicants.

  1. Interview procedure
  1. The principle of merit selection should be applied. The aim of the selection committee is to gather information to support a selection decision. The abilities, knowledge and skills of each applicant should be evaluated against the position description and the key selection criteria.
  2. All shortlisted applicants are to be interviewed.
  3. Interviews must comply with the requirements of relevant legislation, including:
  • Fair Work Act 2009
  • Racial and Religious Tolerance Act 2002 (Vic)
  • Disability Discrimination Act 1992 (Cwlth)
  • Sex Discrimination Act 1984 (Cwlth)
  • Human Rights and Equal Opportunity Commission Act 1986 (Cwlth)
  • Equal Opportunity Act 1995 (Vic).
  1. To ensure fairness and equity, each interview should have a similar structure and set of questions.
  2. Notes or a rating sheet should be kept on each interviewee to assist in decision-making and provide evidence of the process.
  3. The venue for interviews should be private, comfortable and free from interruptions.
  4. Applicants should not be provided with any information about other applicants.
  5. Reference checks should be made for the selected applicant.
  6. Notification
  1. The Department Manager will notify the Human Resources Department of the selected candidate’s details.
  2. The Department Manager will notify successful and unsuccessful applicants.
  3. The Department Manager or chair of the selection committee should provide feedback to applicants in relation to the key selection criteria if requested.
  4. When notifying candidates of the outcome of an application, a letter of rejection should not be sent out until after the first round of interviews with candidates have been held.
  5. No feedback is to be given to unsuccessful candidates regarding the quality of their written application or interview performance, or the reasons for the decisions made by the Selection panel.
  6. Offers of employment will be made in writing when all selection procedures have been completed. The letter of offer will contain details of standard conditions of employment and any special conditions relating to the position. The applicant must return a signed copy of the letter of offer formally accepting the position.
  7. Salary offers, in most cases, will be determined by the HR Department and must clearly demonstrate equity in relation to positions at a similar level.
  8. Offer of appointment
  1. The Department Manager is responsible for providing details to the Human Resources and Finance Department for preparation of a letter of offer.
  2. The Human Resources and Finance Department will send the letter of offer to the selected applicant, including the terms and conditions of appointment.
  3. The applicant must accept the offer before completion of the appointment process and commencement of employment (ideally, before unsuccessful applicants are notified.)

Associated documents

  • Employee Induction Policy
  • Employee Induction Checklist
  • Employee Probation Policy
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